professional communications - college of engineering communications . 2 why do we communicate? •...
TRANSCRIPT
![Page 1: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/1.jpg)
Professional Communications
![Page 2: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/2.jpg)
2
Why do we Communicate?
• To convey information • To clarify instructions • To request actions • To record events • To verify arrangements
![Page 3: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/3.jpg)
3
Communication Modes
• Professional Email • Telephone Conversations • Business Letters
– Cover letters – Submittal letters – “Thank You” letters
• Technical Reports
![Page 4: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/4.jpg)
Why you need to Communicate Well
• A large majority of engineering work is dependent upon communications.
• You need to have your ideas, designs and information relayed and understood efficiently and correctly.
• You & your work will be judged on how well you communicate.
![Page 5: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/5.jpg)
Business Email
It isn’t IM or a chat room
![Page 6: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/6.jpg)
6
Business Email Purpose
What defines a Good Business Email Message?
A good business email is one that can clearly and effectively deliver your intention, meaning, background/or reason … without ambiguity.
![Page 7: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/7.jpg)
7
Business Email Purpose
Be Clear! Be Concise! Be Correct!
![Page 8: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/8.jpg)
8
Business Email Content
• It’s professional communication – It’s not the same as talking in a chat room
or informally with friends • It’s professional writing
– Shorter – Less formal (but not informal) – It can make-or-break all else you do
• Keep it simple!!
![Page 9: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/9.jpg)
9
Business Email Content
Not concise or simple or coherent!!
![Page 10: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/10.jpg)
10
Business Email as Writing Why are good business writing skills important? 1.Employers may see your writing more than they
see you.
2.Good writing skills show that you really care.
3.Good writing skills contribute more forcefully to arguments/persuasion/selling.
4.Good writing skills reduce risk of damaging a relationship and fosters good relationships with employers.
![Page 11: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/11.jpg)
Four Parts of Business Email The Opening tells the reader why you are writing
The Focus tells the details about the topic
The Action tells what you want to happen and gives a time frame
The Closing thank the reader and mention future communication
![Page 12: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/12.jpg)
Four Parts of Business Email
![Page 13: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/13.jpg)
Example of a Good Email
![Page 14: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/14.jpg)
Tone
• Avoid terseness or sarcasm, which can be misinterpreted
• Use face-to-face communication if issue is sensitive
• Read your emails aloud, looking for ambiguity
14
![Page 15: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/15.jpg)
Tone: Example One
To: Female employees From: H. Honcho Re: Dress code Date: 4 July 2010 Clients will be visiting next week. Halter tops and jeans will not make the right impression. It’s time you started dressing for the office instead of the beach. Leave your flip-flops at home!
![Page 16: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/16.jpg)
Tone: Example Two
To: All staff From: H. Honcho Re: Reminder about what to wear to work Date: 4 July 2010 During the summer, our dress code is business casual. We think “business casual” means clothes that feel comfortable and look professional. Men Women •khaki pants •casual pants and skirts •leather shoes… •leather or fabric shoes…
![Page 17: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/17.jpg)
17
Professional Email Address
• Use a professional email address – University
– Engineering • [email protected] • [email protected]
![Page 18: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/18.jpg)
18
Business Email Address
• Use the company-provided address – Business purposes only
([email protected]) – No personal messages
• Keep personal email address for your personal life: – Use Gmail, Yahoo or Hotmail
![Page 19: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/19.jpg)
No Blank Subject Lines
• Never, ever have a blank subject line – People are unlikely to read it thinking the
email may contain a virus – It won’t stand out to them as they scan
through their inbox
![Page 20: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/20.jpg)
Long Subject Lines
• Try not to let the subject lines get too
long: – Re: Re: Re: Re: Re: Re: Your Question
• No one wants to see this, and eventually the important words won’t be seen in the email window
![Page 21: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/21.jpg)
Keep the Thread?
• Sometimes it’s needed for understanding
• Sometimes it simply increases the size of the message and gets in the way
• Keep the thread if it’s been a while between messages
• Use your judgement
21
![Page 22: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/22.jpg)
Long Messages
• Don’t make email messages really, really long unless it’s necessary
• If it is long, (for example you’re coordinating group work and email is the only way you communicate), let people know – Subject: Long email about final report
duties
![Page 23: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/23.jpg)
Attaching a File • A good alternative to a long email
message body • Some email systems don’t allow
attachments – use PDF for attachments
• Tell the recipient(s) that you have attached a file so they can check if it’s there!
23
![Page 24: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/24.jpg)
Really BIG Files
• You may have the need to send a big report or other large document …
• Place on a web server – Get help if you need it
• Send the link to your recipient(s)
24
![Page 25: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/25.jpg)
Greetings and Goodbyes
• Emails should begin with a greeting: – Dear Mr. Yepremian, Dear Ms. Yemenijian – Dear Dr. Yammer, Dear Prof. Yutzy
• And end with a salutation: – Best wishes, – Thank you, – Best regards, – Sincerely,
![Page 26: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/26.jpg)
First Name or Title?
• If you have never met the person, use – Mr. or Ms. Or Dr., etc.
• If you have met the person, and they have invited you to call them by their first name, go ahead and do so.
• However, if you think they might not remember that invitation (it was at a cocktail party or a long time ago) revert to the title.
![Page 27: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/27.jpg)
The Exception
• If you have been exchanging emails with the person all day, it’s okay to skip the greeting and salutation as if you’re having one long conversation.
Dear Mr. Jones Dear Mr. Jones Dear Mr. Jones
![Page 28: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/28.jpg)
Use Short Paragraphs
• Don’t use long paragraphs – Anything more than five sentences can be
too long – Use bulleted lists
• Remember
– The reader may be viewing the email in a much smaller window than you are
![Page 29: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/29.jpg)
Correctness
• No run-on sentences • Use proper English construction,
punctuation and capitalization
• Remember – Mistakes and poor construction cause your
message to lose its effectiveness
![Page 30: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/30.jpg)
Before You Hit Send!
• Proof read the entire message slowly and intently. Question every word!
• Don’t trust the spell checker! “I wood like to no wear are tows are.”
≠ “I would like to know where our toes are.”
![Page 31: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/31.jpg)
31
Anatomy of a Bad Email
![Page 32: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/32.jpg)
Example of a Bad Email -TMI
![Page 33: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/33.jpg)
Example of a Bad Email -NEI
![Page 34: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/34.jpg)
34
Cell Phone Break
One minute text message break
![Page 35: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/35.jpg)
Email Q/A Tip
• You can get busy and interrupted at work. Typing an email in one sitting may be difficult.
• In order to avoid sending an email that isn’t finished or proofed: – Don’t add address until after it’s checked. – Type the body of the message in Word
then paste into the email
![Page 36: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/36.jpg)
36
Business Email Policies
• What is the company policy for email usage on-the-job? – Monitored? – Archived? – Abuse is cause for termination
In a study of 500 companies with ethics codes, 90% of them monitored their employees’ email, and not all of their employees knew it …
![Page 37: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/37.jpg)
Have a Professional Signature
• Every email program has a way you can add a signature to your outgoing emails automatically. Make sure this signature has your name, number, and email address for business contacts.
• When you join the workforce, ask if there is a standard email signature for the company. If not, add one—it should contain all of the information on your business card.
![Page 38: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/38.jpg)
An Example
• Angela Eastin Technical Support Division ACME Engineers and Architects Fremont, Ohio 43420 Office: 419-555-2500 x231 Fax: 419-555-2600 [email protected]
![Page 39: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/39.jpg)
Signatures Should Not Include
• Inspirational quotations – “You’ll never walk alone.” – “May the Force be with you.”
• Pictures unrelated to the company
![Page 40: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/40.jpg)
40
Business Email Caution
• Email is forever • Don’t send anything you wouldn’t want
your Mother to read – Or your spouse – Or your boss – Or the general public – Anyone!!!
![Page 41: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/41.jpg)
41
Business Email Sending Tips
• DON’T hit “Reply to All” unless it’s absolutely necessary. (The building is on fire!)
• DON’T add recipients if the subject has no relevance to them.
• DON’T cc: recipients up the chain of command. Let the first recipient judge where the message is to go.
![Page 42: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/42.jpg)
42
Think & Double Check Before You Send
![Page 43: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/43.jpg)
Telephone Basics
A quick guide to professional telephone etiquette
![Page 44: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/44.jpg)
44
Telephone Basics • Speak clearly & S L O W L Y • Don’t chew gum while on phone. • Avoid slang & swearing. • Close your window if driving to
reduce wind noise. • Get to a quiet place to hear and be
heard.
![Page 45: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/45.jpg)
45
Telephone Basics: Calling • When Calling Someone:
– “Hello, this is <First & Last names>. May I speak to___? I was calling regarding _____. “
– Have a plan when you call, rehearse it first.
– Re-familiarize the party with your situation.
– Use formal titles (Mr., Mrs., Dr., Prof., etc.)
![Page 46: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/46.jpg)
46
Telephone Basics: Answering • When Answering:
– Have a set answer response. Let them know who they called. “Hello, this is Bill Smith.”
– Jot down the caller’s name if they are not familiar to you. Use it to remember it.
– Be polite even if they are interrupting something.
![Page 47: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/47.jpg)
47
Telephone Basics: Messages – Have a professional message on
your cell phone. – “Hi! This is <First & Last names>. Leave
a message and I’ll get back to you as soon as I can.”
vs. – “Yo! You know what to do!”
![Page 48: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/48.jpg)
48
Telephone Basics: Messages Leaving a Message: • Be clear, brief and concise.
– Don’t tell your life story. – Don’t forget to tell what you wanted. – Leave your full name and number at the
start AND the end of your message. – •SPEAK CLEARLY & SLOWLY!
![Page 49: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/49.jpg)
49
Telephone Basics • Cell Phones
– Turn off in meetings (interviews) – Don’t ignore others to talk on phone
• On the job – Follow company phone policies – Minimize personal calls
• Produce memos regarding phone conversations for documentation of conversations (Telecons)
![Page 50: Professional Communications - College of Engineering Communications . 2 Why do we Communicate? • To convey information • To clarify instructions ... • engrid@eng.utoledo.edu](https://reader031.vdocument.in/reader031/viewer/2022020302/5acd02bc7f8b9a6a678cfe73/html5/thumbnails/50.jpg)
Email and phone communications; Use them wisely & efficiently!!
50